1.

COMPONENTS OF MS-WORD WINDOW

Title bar
This displays the document name followed by a program name.

Menu bar
This contains a list of options to manage and customize documents.

Standard toolbar
This contains shortcut buttons for the most popular commands.
Formatting toolbar
This contains buttons used for formatting.

Ruler
This is used to set margins, indents, and tabs.

Insertion point
This is the location where the next character appears.

End-of-document marker
This indicates the end of the document.

Help
This provides quick access to Help topics.

Scroll bars
These are used to view parts of the document.

Status bar
This displays the position of the insertion point and working mode
buttons.

Task pane
This provides easy access to commonly used menus, buttons, and tools.

View buttons
These change the layout view of the document to normal, web layout,
print layout, and outline view.

Office Assistant
This links to the Microsoft Office Help feature.
2.PARAGRAPH FORMATTING IN MS-WORD

A paragraph is a unit of text or other content that starts at the beginning of a document,
immediately after a hard return (a carriage return), a page break, or a section break, or at the
beginning of a table cell, header, footer, or list of footnotes and ends with a hard return
(carriage return) or at the end of a table cell. Word documents generally contain paragraphs
with different formatting. Even a very simple document with a centered heading and a
justified body contains paragraphs with two different types of formatting.

Word's graphical user interface (GUI) provides ways to apply numerous formatting options to
your paragraphs. However, these options are not available in a single location, and some of
these locations differ in different versions of Word. For this reason, this page is divided into
the following sections, and the applicable options are described in each section.

 The Paragraph Group

 The Paragraph Dialog Box
 The Tabs Dialog Box
 Keyboard Shortcuts
 More Information

The Paragraph Group

Many options are available directly in the Paragraph group on the Home tab of the Ribbon,
in the Paragraph group on the Page Layout tab, and on the contextual toolbar and menu that
appear when you right-click within text.

Alignment

Alignment or justification refers to the way in which the lines of a paragraph are aligned.
There are four types of alignment, and the type of alignment of the paragraph where your
cursor is located is indicated by the highlighted button in the Paragraph group on
the Home tab.

 With left alignment ( ) (the default), the left-hand ends of all the lines in
the paragraph are aligned along the left-hand margin of the text area.
 With center alignment ( ), the mid-points (centers) of all the lines in the
paragraph are aligned along the same imaginary vertical line at the center
of the text area between the margins.
 With right alignment ( ), the right-hand ends of all the lines in the
paragraph are aligned along the right-hand margin of the text area.
 With justified alignment or full justification ( ), all the lines in the
paragraph, except the last line, are extended so that the left-hand end of
each line is aligned along the left-hand margin of the text area, the right-
hand end of each line is aligned along the right-hand margin of the text
 area, and the lines are all of the same length. This is achieved by inserting
additional space between words.

You can change the type of alignment of the paragraph where your cursor is located or of a
group of selected paragraphs by clicking the applicable button in the Paragraph group on
the Home tab. There are also shortcut keys (see the table in Keyboard Shortcuts below) for
setting the type of alignment.

Note. When you apply justified alignment to a paragraph, the last line does not extend across
the full width of the text area. You can make all the lines in a paragraph extend across the full
width of the text area by placing your cursor within the paragraph and pressing Ctrl+Shift+J,
but it should be mentioned that in this case Word also adds space between letters within
words to extend the lines.

Line Spacing

Line spacing refers to the vertical distance between the lines within a paragraph and
determines the location of each line relative to the line above it. Line spacing can be specified
by name (single, 1.5 lines, double), by a number that indicates a multiple of single spacing
(for example, 2.0 is equivalent to double spacing), and by an exact distance in points, where a
point (pt) is equal to 1/72 of an inch. You can quickly view and change the line spacing to
several common standard values by clicking the Line Spacing button ( ) in
the Paragraph group on the Home tab. More line spacing options become available when
you click Line Spacing Options to open the Paragraph dialog box (see below).

Indents

The indent before text refers to the width of the additional empty space that is inserted
between the margin and the text on the left-hand side of a paragraph of left-to-right text, and
the indent after text refers to the width of the additional empty space that is inserted between
the text and the margin on the right-hand side of a paragraph of left-to-right text. You can
quickly increase the indent before text to the next tab stop by clicking the Increase
Indent button ( ) in the Paragraph group on the Home tab, and you can quickly decrease
the indent before text to the preceding tab stop by clicking the Decrease Indent button (
) in the Paragraph group on the Home tab.

You can set the indent before text (the left indent for left-to-right text) to values that do not
correspond to tab stops, and you can also set the indent after text (the right indent for left-to-
right text) in the Paragraph group on the Page Layout tab.

Paragraph Spacing
The spacing between your paragraphs is determined by the spacing before it and the spacing
after it that are set for each paragraph. You can modify the spacing before a paragraph and
the spacing after it by changing the values in the applicable boxes in the Paragraph group on
the Page Layout tab.

Note. When the first of two consecutive paragraphs has non-zero spacing after it and the
second paragraph has non-zero spacing before it, only the larger of the two spaces will be
inserted between the paragraphs.

Borders

If you want to add borders around the paragraph where your cursor is located, click
the Borders button ( ) to add the current default borders (the original default or the last
border style that you selected). If you want to select a border style that differs from the
current default border style, click the small arrow on the Borders button, and select one of
the border styles displayed or click Borders and Shading to define your own custom
borders. If you want to add borders around multiple paragraphs, select the applicable
paragraphs before you click the Borders button or the small arrow on it.

Shading (Colored Background)

If you want to add shading with the current default background color to the entire text area of
the paragraph where your cursor is located, click the Shading button ( ) in
the Paragraph group on the Home tab. If you want to select a background color other than
the current default color, click the small arrow on the Shading button and then click one of
the colors displayed or define your own custom color. If you want to apply the same shading
to multiple paragraphs, select the applicable paragraphs before you click the Shading button
or the small arrow on it.

If you choose a very dark background color, Word will automatically change the text color to
white to maintain good contrast and keep your text visible.

The Paragraph Dialog Box

Many of the paragraph formatting options described in the previous sections and additional
paragraph formatting options are available in the Paragraph dialog box, which has two tabs.

 Indents and Spacing

 Line and Page Breaks

Before opening the Paragraph dialog box, place your cursor anywhere within a single
paragraph that you want to format or select the multiple paragraphs that you want to format.
To open the Paragraph dialog box, on the Home tab or on the Page Layout tab, at the
bottom of the Paragraph group, click the Paragraph dialog box launcher ( ).

When you click OK in the Paragraph dialog box or press Enter, any changes that you have
made on either tab will be applied to the single paragraph where you cursor was located or to
the paragraphs that you selected.
The paragraph formatting options that are available on the Indents and Spacing tab of
the Paragraph dialog box are divided among the General, Indentation,
and Spacing groups.

These paragraph formatting options are described in the next subsections.

Alignment

Alignment or justification refers to the way in which the lines of a paragraph are aligned.
There are four types of alignment, namely, left, center, right, and justified, and they have
been described above in detail in The Paragraph Group.

Indentation

The value in the Before text box specifies the width of the additional empty space that is
inserted between the margin and the text on the left-hand side of a paragraph of left-to-right
text, and the value in the After text box specifies the width of the additional empty space that
is inserted between the text and the margin on the right-hand side of a paragraph of left-to-
right text. A negative value specifies the distance by which the text extends beyond the
respective margin.
Two types of special indentation can be specified in the Special box.

 If you choose First line, you can set the amount of additional indentation
before the text on the first line of a paragraph or multiple paragraphs in
the By box.
 If you choose Hanging, you can create a hanging indent. In this case you
can set the additional indentation before the text for all the lines except
the first in the By box. If you want a part of the text on the first line to be
aligned with the other lines in the paragraph, set the value in the By box
equal to the first tab stop or set the first tab stop equal to the value in
the By box and insert a tab character in the first line before the text to be
aligned.

Spacing

The spacing between two paragraphs is determined by the spacing before one paragraph and
the spacing after the preceding paragraph, which are displayed and can be modified in
the Before and After boxes.

Note. When the first of two consecutive paragraphs has non-zero spacing after it and the
second paragraph has non-zero spacing before it, only the larger of the two spaces will be
inserted between the paragraphs.

Line spacing refers to the vertical distance between the lines within a paragraph and
determines the location of each line relative to the line above it. The following types of line
spacing can be specified in the Line spacing box.

 Single
 1.5 lines
 Double
 At least. When this option is selected, an exact distance in points, where
a point (pt) is equal to 1/72 of an inch, is specified in the At box.
 Exact. When this option is selected, an exact distance in points, where a
point (pt) is equal to 1/72 of an inch, is specified in the At box.
 Multiple. When this option is selected, a number that indicates a multiple
of single spacing (for example, 2.0 is equivalent to double spacing), is
specified in the At box.

Line and Page Breaks Tab

The paragraph formatting options that you can configure on the Line and Page Breaks tab of
the Paragraph dialog box can help you control where automatic page breaks occur in your
document.
These paragraph formatting options include the following.

 Widow/orphan control. A widow is the last line of text in a paragraph with two or
more lines that appears alone on the top of a page. An orphan is the first line of text in
a paragraph with two or more lines that appears alone at the bottom of a page. When
the Widow/orphan control option is selected for a paragraph, Word will break the
paragraph at the end of a page only if it contains four or more lines and only if there is
room for at least two lines at the bottom of the page before the break and there is
room for at least two lines at the top of the page after the break.
 Keep with next. When this option is selected for a paragraph, the paragraph and the
next paragraph will be on the same page, and no page break will occur between them
unless a manual page break is inserted between them or the Page break before option
is selected for the next paragraph.
 Keep lines together. When this option is selected for a paragraph, all the lines in the
paragraph will remain on the same page unless the paragraph cannot fit on a single
page. If there is not sufficient space for the whole paragraph on the page containing
the preceding paragraph, the paragraph will start at the top of the next page.
 Page break before. When this option is selected for a paragraph, the paragraph will
be located at the top of the page following the preceding paragraph. In many
 situations, it is preferable to use this option to force a page break before a specific
paragraph and not to insert a manual page break.

The Tabs Dialog Box

Tab stops are used to horizontally align portions of text or other content on one or more lines
when the portions of text or other content in each line are separated by tab characters. When
you set a tab stop, you can configure it to align text to the left of the tab stop position, to align
text to the right of it, to center text at it, to align the decimal point in the text at it, or to add a
solid vertical line or bar at the tab stop in front of the aligned text.

In addition, a leader in the form of a dotted line, a dashed line, or a solid line that extends
from the text at the previous tab stop to the text aligned at a tab stop can be configured.

If you do not set any tab stops in a paragraph either directly or by applying a style to it, Word
creates default tab stops every 0.5" (1.27 cm) across the entire width of the text area. The tab
stops that are configured in a paragraph apply to all the lines in the paragraph.

The Tabs dialog box can be used to set tab stops for one or more paragraphs. Before opening
the Tabs dialog box, place your cursor anywhere within a single paragraph for which you
want to set tab stops or select the multiple paragraphs for which you want to create tab stops.
Then open the Tabs dialog box as follows.

 First open the Paragraph dialog box as described in The Paragraph Dialog Box.
 Then in the Paragraph dialog box click Tabs.

If you want to modify the tab stops that appear in the Tabs dialog box for the single
paragraph or multiple paragraphs that you selected, perform the following steps.

1. If one or more tab stops are listed under Tab stop position, click Clear All to delete
all of them, or select each tab stop that you want to delete and click Clear.
 2. To set a new tab stop, enter its position in the Tab stop position text box,
under Alignment select the desired type of alignment, under Leader select None or
the desired type of leader, and then click Set.
The position of the new tab stop should appear under Tab stop position.

3. If you want to set more than one tab stop, repeat the previous step for each tab stop
that you want to set.
4. If you want to use evenly spaced default tab stops, after you have cleared any tab
stops that may have been listed under Tab stop position, adjust the distance that
appears in Default tab stops to the desired default spacing.
5. Click OK.

Keyboard Shortcuts
The keyboard shortcuts (or shortcut keys or shortcut key combinations) that you can use to
quickly apply paragraph formatting are listed in the following table.

Keyboard shortcuts for use in paragraph formatting

Key Action

Ctrl+E Applies center alignment.

Ctrl+J Applies justified alignment.

Ctrl+Shift+J Spreads the current paragraph across the entire width between the margins.

Increases the indentation of the current paragraph or selected paragraphs to the

Ctrl+M
next tab stop.

Ctrl+Shift+M Decreases the indentation to the preceding tab stop.

Resets the paragraph formatting to the default paragraph formatting of the

Ctrl+Q
applied style.

Ctrl+R Applies right alignment.

Opens the Apply Styles task pane for applying, creating, or modifying styles
Ctrl+Shift+S and formatting (use Alt+Ctrl+Shift+S to modify a style without applying it to
the selection).

Alt+Ctrl+Shift+
Opens the Styles pane.
S

Ctrl+1 Applies single line spacing to the current paragraph or selected paragraphs.

Ctrl+2 Applies double spacing to the current paragraph or selected paragraphs.

Ctrl+5 Applies 1.5 line spacing to the current paragraph or selected paragraphs.
 Adds or removes additional space before the current paragraph or selected
Ctrl+0
paragraphs.

Shift+F1 Shows or hides the formatting properties in the task pane.

F4 Redoes the last action performed.

3.MAIL MERGE

Mail merge is a tool which allows you to create form letters, mailing labels and envelopes by
linking a main document to a data source. It is the process of combining a list of data with a
template.

The mail merge process involves the following:

• The Main Document – contains the text and graphics that are the same for each version of
the merged document.

• Data Source – a file that contains the information to be merged into a document. For
example, the names and addresses of the recipients of a letter.

Mail Merge – Form Letters

1) Open Word and create a new blank document

2) Type the letter with all needed text and formatting, leaving room for the data from the data
source (example: name, address, etc.)

3) Click the Mailings tab

4) Click Start Mail Merge

5) Click Step-by-Step Mail Merge Wizard The Mail Merge task pane appears on the right of
your screen.

There are 6 steps. Step 1 – Select Document Type

1) Click Letters for the document type

2) Click Next: Starting document

Step 2 – Select Starting Document

1) Click Use the current document under Select starting document

2) Click Next: Select recipients

Step 3 – Select Recipients The recipients can come from either an existing Excel file, an
Access table or you can create a new list in Word.

If Using an Existing List:

1) Click Use an existing list under Select recipients

2) Click Browse

3) Select the file

4) Click Open

5) Select the worksheet tab name that contains the data

6) Click OK (Mail Merge Recipients opens showing the file data)

7) Click OK

8) Click Next: Write your letter

If Creating a New List:

1) Click Type a new list under Select recipients

2) Click Create

3) Click Customize Columns to modify the list of fields

4) Delete any unnecessary field names and/or add new ones

5) Click OK

6) Begin typing records, hitting TAB to advance to the next field and to continue adding new
records

7) Click OK
8) Click Save

The recipients list will be saved as a separate file as a Microsoft Access file type. It is saved
in the My Data Sources folder. It is recommended to save the file in this folder.

9) Click Next: Write your letter

Step 4 – Write Your Letter

1) If including an address, click the location in your document where the address data will be
inserted

2) Click Address block…

3) Select the address elements you want included

4) Click OK

The field name will look like this: <> The address block will insert the following fields
including any necessary punctuation: First Name, Last Name, Company, Address 1, Address
2, City, State, Postal Code. If your fields do not match the ones listed above or you are not
using address fields, click More items…
5) Click on the field from the list

6) Click Insert

7) Click Close The field name will look like this - «First_Name»

8) Repeat this step until all fields have been inserted. Remember to put spaces and
punctuation where needed.

9) Click Next: Preview your letters

Step 5 – Preview Your Letters

Here is where you can preview the first page with the fields filled in. Click Next: Complete
the merge

Step 6 – Complete the Merge

1) Click Print to send directly to the printer

2) Click Edit individual letters to create a new file 6 – Complete the Merge Click Print to
send directly to the printer OR Click Edit individual labels to create a new file
4. HOW TO CREATE, SAVE ,RUN A MACRO IN MS-WORD

Macro is a series of commands and instructions that you combine together as a single
command to complete a task automatically.

Method 1: Record a macro using the Button option

Microsoft Word has the ability to record and run macros to improve the efficiency of
the document.

Step 1: Open the new or an existing Word document.

Step 2: Click on the View tab on the Ribbon and click on the drop-down icon
associated with the Macros in the Macros section.

Step 3: Click on the Record Macro from the drop-down menu.

Step 4: A Record Macro dialog box will appear on the screen in which do the
following -

1. Enter the Name for the macro in the Macro name text field.
2. To use the same macro for the further document, click on the All Documents
(Normal.dotm) option from the Store macro in drop-down menu.
3. Click on the Button icon in the Assign macro to section to run your macro.
Step 5: A Word Options window will appear on the screen with highlighted Quick
Access Toolbar at the left pane.

1. Click on the new macro name (Normal.NewMacros.MyMacro) on the left

side of the screen.
2. Click on the Add button to add the macro on the Quick Access Toolbar at the
right side of the screen.
3. Click on the Modify button,
Step 6: Select macro that you want to record from the Modify Button dialog box, type
the Display name, and click on the OK button.

Step 7: Click on the OK button at the Word options window.

Step 8: Now, click on the View tab and click on the Macros drop-down menu. Click
on the Stop Recording Macro from the drop-down menu.

recorded macro will appear on the Quick Access Toolbar.

Run a macro

1. Go to View -> Macros and select View Macros from the drop-down menu.

2. A Macros dialog box will appear on the screen. Select a Macro list that you want to
run from the Macro name:.
3. Click on the Run button.